Program Administrative Assistant

2 weeks ago

Mississauga, Canada Muslim Hands Canada Full time

**Responsibilities**

**Administrative Support**:

- Support the dynamic operations of the Programs Team by working directly with the Programs Manager and assisting in the role of Programs Reporting Officer.
- Manage the department's administrative tasks, provide support to the programs team, and collaborate with field offices to ensure timely and accurate report submissions.
- Assist in coordinating and implementing various program activities, including WASH, Healthcare, Education, Orphan Sponsorship, and Emergency Relief initiatives.
- Organize and maintain program documentation, ensuring all records are current and compliant with internal and donor requirements.
- Provide logístical support for program events, training sessions, and field visits.
- Assist the Programs Manager with scheduling, correspondence, and calendar management related to program activities.

**Reporting Officer Role**:

- Oversee the completion and timely submission of project reports from 15 field offices.
- Ensure that all reports are comprehensive, adhere to organizational guidelines, and maintain high quality standards.
- Compile and prepare consolidated reports for internal and external stakeholders, including donors, partners, and senior management. Assist in developing various reports such as annual reports, Ramadan reports, and impact reports.
- Ensure compliance with donor requirements and support the customization of reports to meet specific donor needs.
- Collaborate with the Monitoring and Evaluation (M&E) team to gather necessary data for reports and assessments.

**Qualifications**:

- Bachelor’s degree in international relations, political science, public health, social sciences or a relevant field.
- Minimum 3 years’ experience in administrative roles, preferably in the non-profit sector, experience working in report writing, monitoring and evaluation.
- Familiarity with WASH, Healthcare, Education, and Emergency Relief programming is highly preferred.

**Operational Skills**:

- Strong organizational and time-management skills with the ability to manage multiple tasks simultaneously.
- Excellent written and verbal communication skills.
- Detail-oriented with a high degree of accuracy in report preparation.
- Proficient in Microsoft Office Suite (Word, Excel, PowerPoint)
- Open to training on internal programs systems
- Ability to work independently and as part of a team, especially with diverse, geographically dispersed teams.
- Flexibility and adaptability to work in a fast-paced environment.

**Job Types**: Full-time, Permanent

Pay: $45,000.00 per year

**Benefits**:

- Extended health care
- On-site parking

Schedule:

- Monday to Friday
- Weekends as needed

**Education**:

- Bachelor's Degree (required)

**Experience**:

- Administrative: 1 year (required)
- Non-profit: 1 year (required)

Work Location: In person

Application deadline: 2025-02-15

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